If you run a small business and use QuickBooks for invoicing or sales, then you’ve probably noticed credit card fees sneaking up on you. At first, they seem small, just a couple percent here and there. But over time? Those charges can really add up. Understanding how much does QuickBooks charge for credit card payments is essential, not just for budgeting, but for making smarter decisions about how you get paid.
In this guide, we’ll walk through the different types of fees associated with QuickBooks credit card processing, what affects the rates, and what options you’ve got to keep those costs under control. It’s not just about numbers, it’s about knowing what you’re paying for, and why.
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1. What Are the Standard Credit Card Fees in QuickBooks?
When you use QuickBooks Payments (previously known as Intuit Merchant Services), there are different rates depending on how your customer pays. Whether it’s a swiped card, a typed-in number, or an online payment, each one comes with its own fee.
- Swiped card or tapped card (in person): 2.4% + 25¢ per transaction
- Keyed-in card (you type the card manually): 3.4% + 25¢
- Online invoice payments (customer clicks “Pay Now”): 2.9% + 25¢
- ACH bank transfers: 1%, capped at $10 max
These rates are for the QuickBooks Online standard plans. Keep in mind, QuickBooks Desktop has slightly different processing options that may come with additional service agreements.
2. Why Are the Fees Different Depending on the Payment Type?
Well, not all payments are treated equally. When you swipe a card in person, the chances of fraud are lower. That’s why those transactions cost you less.
On the other hand, if you type the card number in yourself or if the customer enters it through an online form, it’s riskier, at least according to the credit card networks. Riskier transactions mean higher fees.
And ACH payments? They’re generally the cheapest. Since they’re just direct bank transfers, there’s less overhead and fewer risks involved. But they can take a bit longer to process.
3. Do These Fees Apply to All Credit Cards?
Pretty much, yes. Whether it’s Visa, MasterCard, Discover, or American Express, the fees listed earlier usually apply. QuickBooks simplifies things by offering a flat rate instead of different fees for different card types, which makes bookkeeping easier.
That said, if you’ve got a large monthly volume, sometimes custom pricing is available. But you’ll have to talk to QuickBooks Payments support or your sales rep directly.
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4. Are There Monthly Fees or Hidden Charges?
Good question. One of the things many users like about QuickBooks Payments is the lack of monthly subscription charges for the payment service itself.
You don’t pay to “activate” or “maintain” the service, it’s all built into your existing QuickBooks Online or Desktop account. But the processing fees we talked about earlier still apply.
Just remember, if you sign up for QuickBooks Desktop and you use the full merchant services bundle, some additional monthly fees may show up depending on your account type or service tier.
5. Can You Pass These Fees on to Customers?
Technically, yes. Some businesses choose to add a small service fee to cover card processing costs, especially for larger invoices. But make sure you check your state laws first, surcharging isn’t allowed in all states, and there are rules from the credit card companies, too.
Another option? Offer ACH as a preferred method of payment. It’s cheaper for you and often more convenient for your clients.
6. Are There Any Discounts If You Process More Volume?
Yes, it’s possible. QuickBooks doesn’t publish detailed volume-based discount tiers publicly, but if your processing volume is consistently high, you might qualify for custom pricing. You’ll need to reach out to QuickBooks Payments or the QuickBooks 24/7 support phone number to discuss that directly.
Some users also report better rates when using the QuickBooks full payroll service or QuickBooks Pro Payroll, as bundled services sometimes come with negotiated fees or combined billing plans.
7. What About Refunds, Do You Get Fees Back?
Here’s the not-so-great news: If you issue a refund, QuickBooks returns the transaction amount to your customer, but the processing fee you paid on that original transaction? That doesn’t come back.
It’s a common complaint among small business owners. If you’re processing frequent refunds, those non-refundable fees can chip away at your profits.
8. How to Track Credit Card Fees in QuickBooks
Fees don’t just affect your income; they also need to be recorded properly in your books. QuickBooks automatically deducts the transaction fee before depositing funds into your bank, but make sure you’re tracking those fees correctly in your expense accounts.
QuickBooks Online users can view these deductions in their Merchant Service Center. If you’re unsure where those fees are showing up, you can always reach out to QuickBooks payroll customer service or QuickBooks payroll support phone number for help.
9. Final Thoughts
Knowing what QuickBooks charges for credit card payments isn’t just a numbers game, it’s about understanding how those small percentages impact your bottom line. From invoice payments to ACH transfers, each payment method has its pros, cons, and costs. Whether you’re running a tight-margin operation or just trying to stay on top of the details, it pays (literally) to know where your money is going.
The good news? With a little strategy and regular review, you can manage your fees wisely and even find ways to reduce them over time.
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To Conclude
Credit card processing fees are just part of doing business, but that doesn’t mean they should catch you off guard. QuickBooks makes it easy to accept payments, but being aware of the costs is key to protecting your profits. Take the time to look over your fee structure, consider encouraging ACH payments, and don’t be afraid to ask support if better rates are available. In the long run, understanding your payment costs is a smart way to keep your business running lean and efficient.
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